Office Coordinator

(CHL) Ecolab; Calgary; On-site; CAD 50,000 - 65,000; Full time

Benefits offered by this job

Benefits package

RRSP match

Vacation time

Flex days

Professional development

Job summary

CoolIT, an Ecolab Company, is seeking an Office Coordinator to be the first point of contact for employees, visitors, candidates, customers, and vendors at our Canada headquarters. Reporting to the People Experience Manager, you will coordinate workplace operations and employee experience initiatives to keep the office welcoming, organized, and efficient at CoolIT's Starfield Manufacturing site.

You will work with HR, IT, vendors, and building management to maintain standards, manage meetings

Qualifications

• Three to five years of experience in office coordination or related roles.
• Excellent communication in English, both written and spoken.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint).
• Legally authorized to work in Canada without sponsorship.

Responsibilities

• Serve as the primary contact for visitors, customers, candidates, and vendors.
• Maintain a professional reception area and manage common spaces.
• Coordinate office supplies, kitchen inventory, and workplace resources.
• Manage meeting rooms, bookings, catering, and technology support.
• Coordinate onboarding, employee engagement activities, and events.

Job description

Join CoolIT, an Ecolab Company, a global leader in Direct Liquid Cooling technology for data centers, supercomputers, and high-performance computing environments.
The Office Coordinator serves as the first point of contact for employees, visitors, candidates, customers, and vendors and plays an important role in shaping the day-to-day workplace experience at our headquarters.
Reporting to the People Experience Manager, you will coordinate workplace operations and employee experience initiatives to ensure the office remains professional, welcoming, organized, and efficient.
You will work closely with employees, leaders, Human Resources, IT, vendors, and building management to maintain workplace standards, support employee engagement, and ensure the office environment reflects CoolIT's culture and values.

What's in it For You

• Day 1 Coverage: Employer-paid comprehensive benefits, including dental, prescription drug, vision, paramedical coverage, and a $1,000 annual Health Spending Account .
• RRSP: 2% employer-sponsored contribution.
• Enjoy three weeks of vacation, six flex days, and a one-week paid company-wide holiday shutdown.
• $1,000 annual professional development allowance to support your ongoing learning, skill development, and career growth.
• Dress for your day in a casual, professional environment.

What You Will Do

• Serve as the primary point of contact for visitors, customers, candidates, and vendors, coordinating registration, check-in, building access, security requirements, and host notifications.
• Maintain a professional and welcoming reception area, common spaces, visitor areas, breakrooms, shared workspaces, and administrative areas.
• Support day-to-day workplace readiness by monitoring and ordering office supplies, kitchen inventory, and other workplace resources.
• Coordinate workspace moves, desk assignments, office setups, and workplace readiness activities that support office and manufacturing operations.
• Serve as the primary liaison with building management and service providers, coordinating maintenance requests, repairs, workplace service tickets, and issue escalation.
• Administer access cards, security badges, parking, and building access processes, including creating, issuing, replacing, tracking, and collecting employee and contractor badges.
• Coordinate site access requirements for contractors, vendors, visitors, and temporary workers.
• Ensure meeting rooms and boardrooms are organized, functional, fully supplied, and presentation-ready, including coordinating bookings, catering, technology support, and other meeting requirements.
• Coordinate office administration, including mail, courier, shipping and receiving, office equipment, printers, workplace documentation, directories, and company-wide administrative processes.
• Coordinate employee engagement activities, recognition programs, town halls, celebrations, customer visits, leadership meetings, company events, and other special events.
• Support workplace onboarding by coordinating desk readiness, access cards, parking, welcome materials, and new-hire office orientation.
• Maintain positive working relationships with vendors and service providers while tracking office expenses, purchase requests, invoices, budget-related activities, and workplace service records.

Position Details

The role supports the day-to-day workplace experience at CoolIT's Starfield Manufacturing

Minimum Qualifications

• Three to five years of experience in office coordination, workplace operations, employee experience, hospitality, administration, customer service, or a similar role.
• Demonstrated ability to communicate professionally and effectively in English, both verbally and in writing.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
• Experience coordinating multiple priorities in a fast-paced environment.
• Legally authorized to work in Canada without company sponsorship.

Preferred Qualifications

• Post-secondary education in Business Administration, Office Administration, Hospitality, Human Resources, Communications, or a related field, or an equivalent combination of education and experience. Experience supporting workplace operations, employee experience, reception services, or facilities coordination.
• Experience coordinating meetings, events, onboarding activities, or office logistics.
• Experience working with vendors, service providers, or building management teams.
• Experience working in a corporate office, manufacturing, or technology environment.
• Exceptional customer service and interpersonal skills, with the ability to provide a welcoming, professional, and positive experience.
• Strong organizational and time-management skills, with the ability to coordinate logistics, manage competing priorities, and maintain attention to detail.
• Exceptional verbal communication skills, with the ability to interact confidently and professionally with employees, executives, customers, candidates, and vendors.
• Strong problem-solving and